After selecting a candidate, the next step is sending an official offer. In Recruit, you can generate an offer letter, route it for internal approvals, and send it to the candidate for e-signing.

Add an Offer step to your workflow

To include offer letters in your recruiting process, add an Offer step to the position workflow:

1. Navigate to the relevant position and open the Workflow tab.

2. Add a new step by clicking the ➕ icon or edit an existing one, and change the step type to Offer.

3. Select who will generate the offer letter, obtain internal approvals, and collect signatures.

   • Keep in mind that these participants will have visibility into the offer details.

   • Typically, the recruiter or recruiting coordinator handles this process.

4. Set an offer letter template and approval process (optional).

   • If left blank, the person generating the offer can select these later.

Generate the offer letter

When a candidate reaches the Offer step, Recruit allows you to generate an offer letter using either a pre-existing Offer letter template or a one-time custom template uploaded directly to that candidate, if enabled in account settings by an admin.

1. Choose an offer letter template:

   1. Select a saved Offer letter template

   2. Upload a custom offer letter for this candidate (PandaDoc only)

      📝Note: Uploaded custom templates are used only for that candidate and aren’t saved in Recruit for future use.

2. Enter offer details for candidates. These details will be visible to teammates with salary visibility.
3. Enter offer details for internal approval.
4. Click Generate offer.

Obtain offer letter approval

Once you've generated the offer letter, you can send it for internal approval.

1. In the Offer step, go to the Approve tab.

2. Select the Approval Process.

3. (Optional) Add a note for the approvers.

4. Click Send for approval.

An approval request will be emailed to the teammates assigned to the first approval step. Once they approve, Recruit will automatically manage the process, moving to the following approval steps until the offer is fully approved.

Send the offer for e-signature

Once the offer is approved, you can send the offer letter to the candidate for their e-signature.

1. Select the company signer (if required) who will receive a notification to sign after the candidate has signed.

   • This option appears when the company signature attribute is included in the offer template.

2. Personalize the message to the candidate.

   • Edit the email message as needed.

   • You can attach additional documents or links for the candidate.

3. Click Send.

What happens next?

• The candidate receives the offer letter via email and can reply to the sender.

• They will also get a separate email with instructions to sign the offer letter.

• Once the candidate signs, the designated company representative will be notified to sign.

• The sender will be notified when both signatures are completed.

View and download the offer

Once the offer is signed, you can access it from the candidate’s profile.

1. Open the candidate’s profile and go to the Offer step.

2. The signing date will be displayed.

3. Click Download to save the signed offer letter as a PDF.

Have more questions? Contact us at recruit.support@sparkhire.com